Guide To Making Successful Conference Videos

12 Feb Guide To Making Successful Conference Videos

If you’re organizing an annual conference, seminar or an awards night and want to ensure the event is a success, keep reading. If you are putting it together yourself or working with an event production company; this concise article will put you on the right track to make your videos of the event successful. You may want to be hands on with regards to planning themes, stage design, audio/visual display styles and even the seating and catering parts of the event. These are all possible, as conference production companies welcome client input.

Most event production companies will work in collaboration with your organization’s creative or marketing team, to guarantee the conference meets your needs. It’s also important to bring the video production company you are using into these discussions early as well. The more time the video team has to plan, the more likely things will go smoothly. This guide encompasses details concerning the different components of, what makes a successful conference video production, from selecting a venue, planning & design issues through to the video production of your conference.

There are various elements of conference production to consider, however the primary areas to concentrate on are as per the following:

• Venue Determination
• Planning
• Stage/Set Design
• Audio/Visual & Light Production
• Seating & Catering Facilities
• Video Recording

On the off chance that you have considered and made allowances for these important elements within your plan, then undoubtedly your conference should be on its way to success. However, be aware that the production of a conference takes a lot of hard work, elaborate planning, preparation of a budget and problem solving. This is the reason most of the organizations who routinely hold conferences hire the services of professional event production companies, as well as outside video production companies to assist and advise them along the way. Some larger companies organize their own conferences and even own their own marquees for hospitality events and seminars but that is rare.

Selecting Conference Venue

While selecting the venue for your conference you should think about various elements which will affect the people attending your event; and also the members of staff from your organization who’ll be presenting and managing the visual displays and speeches. You should work out the best location for your event venue, making sure its within easy distance of major transportation hubs.

In the event that you are inviting individuals from abroad, then ideally you will want your conference venue to be close to a major airport for their convenience. The venue should be sufficiently sized to seat all of your attendees, be sufficiently modern to offer dependable wireless networking and fast internet access whenever required; and at the same time should fit within your budget.

Conference Stage/Set Design & Production

By collaborating with an eventproduction company, you’ll for sure create the right impression with a modern stage set design with video/slide presentation. Event production companies can either integrate your design ideas or generate their own recommendations with respect to how your stage set should look for a specific company.

From the video aspect, you need to make sure that the stage is properly and evenly lit with color temperature balanced lights in order for the video team to film quality footage. We have arrived many times at conferences where the stage layout was fancy and obviously had a large budget but lighting was not adequate. Planning ahead for lighting with your conference videography team can ensure that last minute problems don’t occur.

Conference Audio/Visual & Light Production

While making a successful conference production, you should think deep regarding visuals you’ll require; and also what lighting and sound system solutions will be needed to make your event stand out. And with respect to media people you should expect that your event should be at the front line of technology. Keeping this in mind, it’s important to use the different options available where suitable. For example, wireless technology, broadband internet, large format plasma screens and projectors to ensure that everyone attending can clearly see any projected video or slides projected.

Conference Video Recording

If you want your conference to be captured on video for archival purposes or to use as part of a marketing campaign then you’ll have to hire a video recording and production company. You will not only need a company who can capture your event, but also edit it into whatever formats you need. Here at Conference Capture Media we have edited full length 3 hour presentations along with 1 minute highlight videos that are used to promote future events through social media. See our other article on our website on how to choose the best conference video production company.